Customer Service:

Greet and welcome visitors with a professional and friendly demeanor.

Direct visitors to appropriate departments or individuals in the office.

Answer questions, provide directions, and assist with general inquiries.

Maintain a positive and welcoming environment for clients, customers, and employees.

Phone and Email Management:

Answer incoming calls promptly and professionally, directing them to the correct department or individual.

Take messages and relay them accurately to the appropriate person.

Respond to general inquiries via email or phone.

Manage office phone systems, including voicemail, call forwarding, and inquiries.

Appointment Scheduling:

Schedule and coordinate appointments, meetings, and conference room bookings.

Maintain calendars for managers or departments as needed.

Confirm appointments with clients, customers, or team members in advance.

Administrative Support:

Perform general clerical tasks, including filing, scanning, photocopying, and organizing documents.

Assist with the preparation of meeting rooms and materials for presentations.

Handle incoming and outgoing mail, packages, and deliveries.

Order and maintain office supplies to ensure adequate inventory.

Visitor Management and Security:

Sign in visitors, issue visitor badges, and ensure proper security protocols are followed.

Monitor and control access to the building or office, ensuring authorized entry.

Record Keeping and Documentation:

Maintain logs of visitor sign- ins, phone messages, and office activities.

Keep track of important documents and files, ensuring proper storage and organization.

Update and maintain contact information databases.

Office Maintenance:

Keep the front desk area clean, organized, and well- maintained.

Ensure the waiting area is tidy and comfortable for visitors.

Report any maintenance issues or concerns to the appropriate department.

Collaboration and Communication:

Work closely with other departments to ensure smooth office operations and communication.

Assist with administrative tasks or projects as required by management.

Maintain professionalism in all interactions, both in person and over the phone.

Qualifications:

High school diploma or equivalent (Associate’s or Bachelor’s degree is a plus).

Previous experience in a receptionist or customer service role is preferred.

Excellent verbal and written communication skills.

Proficient in Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.

Strong organizational skills with the ability to manage multiple tasks efficiently.

Friendly, approachable, and professional demeanor.

Ability to handle sensitive information with confidentiality.

Strong attention to detail and problem- solving skills